Re: Question about expensing purchases for building maintenance
From: Ruby Reay (
Date: Sun, 12 Sep 2021 15:36:00 -0700 (PDT)

Thank you. We're getting some advice that auditors don't like to see payments 
to individuals in the form of expenses. I simply can't imagine how that is 
practical, to disallow expensing things. Interesting to hear you have a few 
debit cards. We have one that is not shared.

Thanks again,


From: Cohousing-L < [at]> 
on behalf of Kelly Bachman <happyvalleykelly [at]>
Sent: Sunday, September 12, 2021 10:07 AM
To: cohousing-l [at] <cohousing-l [at]>
Subject: Re: [C-L]_ Question about expensing purchases for building maintenance

We ask members to fill out a reimbursement form that requires approval from
whoever is authorized to approve expenses for that committee.   Most
community expenses including reimbursements are paid by a twice-a-month
check run.  The Maintenance Committee has open accounts at the local
hardware and lumber stores.  The Meals Committee has 2 debit cards that
they share.  Another debit card can be checked out. We keep the dues
billing totally separate from reimbursements for community expenses partly
because it's easier and partly because we have different people performing
those functions for better internal controls.

Bellingham Cohousing

On Sun, Sep 12, 2021 at 9:31 AM Ruby Reay <rurubux [at]> wrote:

> Hello all!
> Question for the community. For teams in your communities that need to
> expense things to say, manage the building or take care of other business,
> do you allow residents to expense purchases? Do you share an HOA credit
> card? Do you request checks where it's reasonable and practical to do so?
> Curious how other communities do this.
> Thanks,
> Ruby
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